Integrating Microsoft Office 2003

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Integrating Microsoft Office 2003

• Tutorial 1 Integrating Word and Excel

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Learn about object linking and embedding (OLE)

• You can easily share data that you create in
  different Office applications through object
  linking and embedding, or OLE. For example
• You want to insert a chart you create in Excel
  into a memo you generate in Word
• You want to merge a letter you create in Word
  with names and addresses you have stored in an
  Access database
• You want to transfer an outline you create in
  Word to a PowerPoint presentation

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Object Linking and Embedding
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Embed or link objects

• With OLE, you can share data in one of two ways
• Embed data created in one application (the
  source) in a file created in a different
  application (the destination).
• A copy of the object becomes part of the
  destination file, and any changes you make to it
  does not affect the original file
• Link data, so that any changes made to it, in
  either the source file or the destination file,
  automatically take effect in the other file.
• The object exists in only one place

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Embed an Excel object
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Link an Excel object
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Compare the embedding and linking processes
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Embed an Excel chart in a Word document

• You can graphically illustrate data in a Word
  document with a chart created in Excel.
• When you embed a chart in a Word document, the
  chart becomes part of the Word file, which is the
  destination document.
• You should only embed a chart if you don't expect
  the data upon which it is based to change.
• That's because changes made to the data in the
  source document, the Excel workbook, are not
  reflected in any files in which the chart has
  been embedded.

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How to embed an object

• To embed an Excel chart in a Word document
• Open the Excel document containing the chart
• Select the chart and copy it from the Excel
  worksheet to the Clipboard
• Click in the Word document where you want to
  insert the chart
• Click the Paste Special command on the Word
  document's Edit menu to open the Paste Special
  dialog box
• Make sure the correct object type is selected,
  click the Paste button, if necessary, and then
  click OK

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Copy the object to be embedded
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Prepare the Word document to receive the
Clipboard object
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The Paste Special dialog box
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The embedded chart
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Edit an embedded Excel chart from within Word

• When you embed an Excel chart in a Word document,
  the chart is stored in the destination file, and
  thus, becomes part of it.
• You edit embedded data using the application in
  which it was created.
• You Double-click the chart to open Excel and gain
  access to the Excel menu bar and commands, but
  you never leave the Word application.

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Select the chart to edit it
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Modify the chart
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The modified embedded chart
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Link an Excel worksheet to a Word document

• Linking an Excel worksheet to a Word document
  creates a direct connection between the source
  file and the destination file.
• The Excel worksheet, or object, is stored in the
  source document only.
• Any changes made to the source file are
  automatically reflected in the destination file.
• When you create a link, it's important to
  remember to store both the source and destination
  files in the same location.

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How to link Excel data

• To link worksheet data to a Word document
• Open the Excel document containing the data
• Select and copy the worksheet data to the
  Clipboard
• Click in the Word document where you want to
  insert the data
• Click the Edit menu and select Paste Special to
  open the Paste Special dialog box
• Click the Paste link option in the Paste Special
  dialog box, select the object to link, and click
  the OK button

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Use the Paste Special dialog box to link an Excel
object
To link an object, make certain the Paste option
button is NOT selected, and the Paste link option
button IS selected.
Select the object to be linked in the text box,
and click the OK button.
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Use the Paste Options menuto link an object
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The Paste Options Menu commands
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Update a linked Excel worksheet

• The advantage of linking is that when you update
  or modify data in the source file, the data is
  automatically updated in the destination file.
• You can have the source file, or both the source
  file and destination file open, when you update a
  link.
• You might find it useful to have both files open
  and tile the windows so that you can watch the
  link automatically updated in one of the files
  when you make a modification to the other file.

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Tile the Word and Excel documents
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Edit the linked object in the source program

• It is not necessary to have the source and
  destination files open when you update a link.
• You can make changes to worksheet data that's
  linked to a Word document without ever opening
  the Word application.
• The next time you do open the Word document, you
  will see the changes made in the Excel file have
  been automatically updated in the linked object
  in the Word document.

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View linked object changes in Word
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Test and break a link

• Sometimes you want to break (remove) a link.
• You will want to break a link if you intend to
  move either the source file or the destination
  file to a new location.
• Remember, linked files must be stored together
  and if you change the pathname of one of the
  files, the other file will not be able to locate
  the linked data when it's updated.
• You use the Links dialog box to break a link.

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How to break a link

• To break an existing link
• Right-click anywhere in the linked table, point
  to Linked Worksheet Object on the shortcut menu,
  and then click Links to open the Links dialog box
• Select the link in the list box, click the Break
  Link button, and then click Yes to confirm that
  you want to break the link
• To test that the link is broken, open the source
  file, make a change to the linked data, and then
  open the destination file.
• The change should not have been made to the data
  in the destination file

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The Links dialog box
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View the final document
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Integrating Microsoft Office 2003

• End
• Tutorial 1 Integrating Word and Excel